Signature on one device

Signing documents electronically makes sense even if the signatories are present in one place:

• salesman in the shop, at the showroom or at the customer's place,,

• a dishwasher service technician in the customer's kitchen,

• a real estate agent in an office or visiting a property,

• an employee on the shop floor, where employment documents are not only signed but also delivered

• etc.

Even if you see each other, once you sign, you get a legally binding document in electronic form that you can hand over immediately.

For more information see:

Signature scenario assignment

This is done with the Signature on one device function. If you have this functionality enabled, you select it for each document individually, after uploading the document in the document header:

In the case of signing on one device:

• the signature scenario specifies at least one proposer who signs or approves,

• all signatures take place on the proposer's device,

• the email addresses of the signatories are entered only for the purpose of final transmission of the signed document,

• notifications or prompts for signing are not sent,

• each signer only enters a PIN to verify their identity via their phone..

Example of signing HR documents remotely and at the workplace

One of the typical situations of using a signature on a single device is signing HR documents.

This is a situation similar to the one where:

1. The draft contract is first signed remotely by the HR director at headquarters.
2. Once signed, the document is sent to the HR specialist.
3. The HR specialist signs the document at the workplace with the employee on a single device.

How does that signature scenario look like set up in Signi:

• There are two proposers in the scenario: the HR director and HR specialist, and one counterparty: the employee.

• "It depends on the order" is checked, i.e. as the signers are listed in the signature scenario, they will be asked to sign.

• "Sign on one device" is checked, which makes it possible to set this attribute for individual signatories. The HR director signs remotely. The HR specialist and employee sign on one device and have this checked in the scenario.

• The HR director (proponent) is the first to sign the set of documents remotely from headquarters.

• The HR specialist receives a notification about the document to be signed.

• The employer's representative - HR specialist (proponent) and Employee XY (1st counterparty) sign the document at the workplace on one device.

• After signing the document, all parties receive the final signed document to their email inbox.

• Three signatures are visible on the document.

• The audit trail in the Checklist contains a record of document handling. It shows that the first party signed the document remotely, while the other two parts signed the document at the same time on one device.

Example of approving and signing HR documents at the workplace

Signing on one device can also be combined with the Approves role. One of the proposers approves, the other signs. The situation can also be set up the other way around, i.e. the HR director signes and the HR Specialist approves.

This is a situation where:

1. The draft contract is first approved by the HR director at headquarters.
2. By approving the document, it is sent to the HR specialist.
3. The HR specialist signs the document at the workplace with the employee on a single device.

How does that signature scenario look like set up in Signi:

• There are two proposers in the scenario: the HR director and HR specialist, and one counterparty: the employee.

• "It depends on the order" is checked, i.e. as the signers are listed in the signature scenario, they will be asked to sign.

• "Sign on one device" is checked, which makes it possible to set this attribute for individual signatories. The HR director approves remotely. The HR specialist and employee sign on one device and have this checked in the scenario.

• The HR director (proponent) is the first to approve the set of documents remotely from headquarters.

• The HR specialist receives a notification about the document to be signed.

• The employer's representative - HR specialist (proponent) and Employee XY (1st counterparty) sign the document at the workplace on one device.

• After signing the document, all parties receive the final signed document to their email inbox.

• Two signatures are visible on the document.

• The audit trail in the Checklist contains a record of document handling. It shows that the first party approved the document remotely, while the other two parts signed the document at the same time on one device.

How signatories are identified when signing on one device

In the standard Signi signing process, each signer is authenticated via their email and phone - this is called two-factor authentication, 2FA.

In the case of single-device signing, the identity verification of the signatories is weaker. For counterparties, such as employees, the identity is verified only via phone - the counterparty signs on the claimant's computer, tablet or mobile phone, but a text message is sent to the counterparty's phone with a PIN that must be copied to the claimant's device.

Then, depending on the method of signing, what other information about the signatory's identity will be available to the controlling authority or law enforcement agency when using :

• A biometric signature, a visual form or progression of the signature is available in Signi

• BankID SIGN will provide the data from the bank, although the signature is called up on the claimant's device, the signer makes the confirmation on his bank's mobile app running on his mobile

• for qualified signatures, sufficient data is provided by the certification authority that issued the certificate,

• if the signature in the electronic document is officially authenticated, the related verification clause is available..

The choice of the signatory identification rate is always a trade-off between its availability, cost and conclusiveness. When weighing the risk of identity disputes, it is important to consider how often the dispute arises in a particular agenda, what the potential financial impact is compared to the benefits of getting rid of paper documents. It should also be remembered that even a handwritten signature on paper is not attributed by forensic experts to a person with 100% authenticity and this risk is commonly accepted.

How to make your job easier by saving a signature script

Tip: It is useful to save more complex signature scenarios for reuse, see 
Saved signing scenarios - Shorten your document submission to a few clicks. Then typically just change the signing counterparty.

Similar functionality with integrated Signi

Similar functionality can be provided in an application integrated with Signi. Directly in the application, clicking a button, selecting a currency or link will open the Signi page for signing by the respective signatories.

For more information for developers, see Example 9 - Signing on a single device via API.